Privacy Policy & Data Protection Charter
At Proceva Consultancy ("we", "us", "our"), we respect your privacy and are committed to safeguarding both personal data and sensitive corporate operational information.
This Privacy Policy details how we collect, store, process, and protect your information when you access our website (https://www.procevaconsultancy.com), engage our ISO consultancy services, or interact with our advisory desk. This policy aligns with India's Digital Personal Data Protection Act, 2023 (DPDP Act) and international data protection standards, including the General Data Protection Regulation (GDPR) for our international export clients.
1. Information We Collect
We collect information only to the extent necessary to evaluate your ISO management system scope, respond to business inquiries, and deliver professional consulting services.
- Contact Details: Full Name, professional email address, telephone/WhatsApp number.
- Corporate Information: Organization name, industry sector, facility location(s), employee headcount, and existing certifications.
- Consultancy Inquiry Scope: Target ISO standards (e.g., ISO 9001, 14001, 45001, 27001, IMS, 22000), target audit deadlines, and operational challenges submitted via our contact forms.
During the course of diagnostic gap analysis, SOP drafting, and pre-audit readiness coaching, clients share internal records:
- Process maps, organization charts, quality manuals, work instructions, and departmental registers.
- Equipment calibration logs, vendor evaluation files, risk registers, and statutory consent permits (e.g., GPCB CTE/CTO).
- Internal audit reports, non-conformance records, and Management Review Meeting (MRM) minutes.
When you browse our website, our hosting servers collect basic technical metadata such as browser type, operating system, referring URL, time of visit, and anonymized IP address to maintain server security, load balancing, and Core Web Vitals optimization.
2. Strict Non-Disclosure & Corporate Confidentiality Charter
We recognize that management system documentation contains proprietary operational methodologies, product specifications, supplier networks, and commercial trade practices.
Our Mutual Non-Disclosure Commitment:
All confidential documents, gap audit reports, employee training registers, and proprietary files provided to Proceva Consultancy are treated under strict professional non-disclosure obligations. We execute bilateral Non-Disclosure Agreements (NDAs) prior to accessing any operational floor or proprietary documentation.
Client records are never used for external benchmarking, marketing case studies without written consent, or cross-client sharing.
3. How We Use Your Information
We process collected information strictly for legal, legitimate business purposes:
- Service Delivery: Conducting clause-by-clause gap assessments, drafting bespoke SOPs, facilitating internal audits, and preparing audit dossiers.
- Inquiry Response & Quotations: Calculating estimated project timelines, consulting man-days, and preparing transparent advisory fee estimates.
- Client Communication: Sending project milestone updates, pre-audit preparation schedules, and automated confirmation emails for submitted inquiries.
- Accreditation Body Handholding: Submitting pre-audit documentation to independent, accredited Certification Bodies (CBs) solely upon explicit client authorization and instruction.
- Legal & Regulatory Compliance: Maintaining accounting, taxation, and statutory registers required by Indian law.
4. Zero Data Sale & Third-Party Disclosure Policy
Proceva Consultancy does not rent, sell, monetize, or trade your personal or corporate data to third-party marketing firms, lead aggregators, or unauthorized third parties under any circumstances.
Disclosures are restricted exclusively to:
- Authorized Consultants: Senior lead auditors directly assigned to your advisory mandate under contractual confidentiality.
- Client-Selected Certification Bodies: Accredited registrars (e.g., TUV, BSI, Intertek, DNV) explicitly chosen by the client to receive Stage 1 audit applications.
- Statutory Authorities: When strictly mandated by valid legal process, court subpoena, or statutory order under applicable Indian law.
5. Data Retention & Secure Storage
We store data on secure, enterprise-grade cloud environments protected by industry-standard TLS encryption in transit and AES-256 encryption at rest.
- General Inquiries: Contact form submissions without active service engagement are retained for up to 12 months for follow-up and subsequently securely purged.
- Client Audit Dossiers: Active client records, SOP archives, and audit closure files are maintained during the three-year certification cycle to support mandatory annual surveillance audits, or until the client requests secure return/deletion.
- Financial & Tax Records: Invoices and transaction documentation are retained as required by the Income Tax Act and GST regulations of India (typically 7 financial years).
6. Your Rights Under DPDP Act 2023 & GDPR
As a data principal under the Indian DPDP Act 2023 and GDPR, you possess rights concerning your personal data:
Request a copy of the personal data we hold about you or your organization.
Request prompt updating or correction of inaccurate or incomplete contact records.
Request deletion of your data when it is no longer required for its original purpose, subject to statutory limits.
Withdraw your consent to receive future advisory communications at any time without penalty.
7. Cookies & Tracking Technologies
Our website uses minimal, essential functional cookies to guarantee security, session integrity, and responsive layout delivery. We do not employ third-party advertising tracking cookies or invasive cross-site profiling pixels. You can configure your browser to refuse all cookies; however, some site functionalities may perform sub-optimally.
8. Data Protection Officer & Grievance Redressal
For questions regarding this policy, to exercise your data rights, or to submit a privacy grievance under the DPDP Act 2023, please reach out directly to our Data Protection Desk:
We review and resolve all documented privacy and data requests within 30 working days of receipt.
9. Changes to this Privacy Policy
We periodically update this policy to reflect statutory modifications under the DPDP Rules, changes in international privacy standards, or expansions in our consultancy practice. All revisions are posted to this page with an updated "Last Updated" date.